Introductionof

Management Information System (MIS)

By :- Nitin Jain

An integrated system of man & machine for providing the information to support the functioning of an organization. (Ex :- college administration).

How to be organise & handle the data i.e. MIS. We are getting information from different sources ,

organise it , analyzing it & on the basis we achieved our goal & objective.

A system which provides information for making decision to an organization – MIS.

Management Information Systems (MIS)

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A computer based complete information system. (Ex :- Railway reservation system) .

An MIS provides managers with information and support for effective decision making, and provides feedback on daily operations.

Each MIS is an integrated collection of subsystems, which are typically organized along functional lines within an Organization.

REQUIREMENTS FOR MIS

Computer software & hardwareManuel proceduresModels of analysis , planning ,control &

decision making.A Database or a Table

History of MIS1. EDP (Electronic Data Processing) -- (1950’s –

1960’s)

2. Converting data into information -- (1970’s)

(actual MIS)

3. PC’s Evolution that gave rise to -- (1980’s)

decision support system (DSS) eg:-lotus,wordstar,lotus123

4. AI’s (artificial intelligence ) came -- (1990’s)

& gave birth to KBS- knowledge based system

Historic development

EDP

MIS

KBS

ESS

AIS

DSS

21st Century 1950’s

Historic Development

EDP – Focus on data MIS –Focus on Information DSS -- Focus on Decision Support ESS --Focus on Decision Support for Top Mgmt KBS –Focus on Knowledge based AIS --Focus on Self Learning / thinking system

Pyramid Structure of An MIS

(Structured) Strategic control (Structured) Strategic control

Management control Management control

Operational controlOperational control

Transaction processingTransaction processingUn

str

uct

ure

d d

ecis

ion

Role of an MIS The role of the MIS is an organization can be

compared to the role of the HEART in the body. Information is the blood & MIS is the HEART. In the body the heart plays the role of supplying

pure blood to all the elements of the body including the brain, the mis plays the same role in the organization :-

1. Data collection from various sources and organized, sorted, processed, & analyzed for efficient retrieval.

2. It uses different system likes:- Query sys, analysis sys, modeling sys, & DSS.

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3. MIS helps in :- Strategic planning Mgmt control Operational control Transaction processing4. Information generation, communication ,

problem identification & helps in decision making.

3 Structured concept of MIS Information resource Management (IRM) Decision Support System (DSS) Data Processing (DP) IRM – data processing , word processing i.e.

efficient retrieval of data.DSS – make the interrelation b/w the system & user. It create set of rules which is applied to take decision/DP -- used to processed transaction & produces necessary reports.

Scope of MIS

Management science/theory

Organizational theory Behavioral science

Mgmt Accounting/

Computer science

MIS

A multidisciplinary subject

STRUCTURE OF MISMIS

Operating Element

DecisionSupport

Organisational Activity

Mgmt Activity

Structured,Programmable

Decision

Output forUsers

Processing Function

Physical Components

Matrix of Orgn. Function with Mgmt

ActivityUnstructured,

Programmable Decision

Hierarchy of Mgmt Activity

Computer Systems

All computer systems, no matter how complex, consists of the following:

At least one CPUMemory to hold programs and dataI/O devicesLong-term storage

COMPUTER SYSTEM

Data Preparation

INPUT OUTPUT

PRIMARY STORAGE

ALU

CONTROL

Secondary Storage

Hardware Component Input/Output devices Storage Devices CPU

ALU: arithmetic/logic unitCU: control unitInterface unit

MemoryShort-term storage for CPU calculations

CPU: Central Processing Unit

ALU: arithmetic/logic unitPerforms arithmetic and Boolean logical calculations

CU: control unitControls processing of instructionsControls movement of data within the CPU

Interface unitMoves instructions and data between the CPU and other

hardware componentsBus: bundle of wires that carry signals and power

between different components

Input-Process-Output Model (IPO)

Input: keyboard, mouse, scanner, punch cards

Processing: CPU executes the computer program

Output: monitor, printer, fax machine

Storage: hard drive, optical media, diskettes, magnetic tape

Typical Personal Computer System

MemoryAlso known as primary storage, working

storage, and RAM (random access memory)Consists of bits, each of which hold a value of

either 0 or 1 (8 bits = 1 byte)Holds both instructions and data of a computer

program (stored program concept)

Software Component Applications Operating System

API: application program interface

File management I/OKernel

Memory managementResource schedulingProgram

communicationSecurity

Network Module

SOFTWARE Software comprises the programs that tell the

hardware what to do. A program is a sequence of instructions stored in the memory of the computer system.

1. System S/W

2. Application S/W

SYSTEM S/WSystem s/w is a set of programs that manage

the resources of a computer system (processing time, storage space & so on.)

System S/w can be classified 3 Types :-

1 System Control S/w

2 System Support s/w

3 System Development s/w

APPLICATION SOFTWAREApplication programs on the other hand ,

performs specific tasks for the computer user.Application s/w are programmes that work for

you , such as making payroll calculations, & printing cheques.

These programs can be quite complex & can be developed in house, purchased from a computer software house, a computer equipment manufacturer or a computer retail shop.

TYPES :- 1 General purpose application s/w

2 Specific purpose application s/w

COMMUNICATION TECHNOLOGY

NODE 1 NODE 2

SENDER RECEIVER

MESSEGE

MEDIUM

Protocol – 1Protocol – 2Protocol - 3

Protocol – 1Protocol – 2Protocol - 3

COMPONENTS OF DATA COMMUNICATION

1 MESSEGE2 SENDER3 RECEIVER4 MEDIUM5 PROTOCOL -- Common ground rules of

communication between computers, I/O devices, and many software programs

ExamplesHTTP: between Web servers and Web browsersTCP/IP: between computers on the Internet and local

area networksATAPI: between a CPU and CD-ROMs

COMPONENTS OF DATA COMMUNICATION

Direction of Data Flow1 SIMPLEX - Uni directional

(eg – radio signal)

2 HALF DUPLEX -- Transmit & receive but not a same time (eg – walky talky)

3 FULL DUPLEX -- Both directional (eg – Telephone system)

Physical Topology (connection)A network consists of multiple computers

connected using some type of interface, each having one or more interface devices such as a Network Interface Card (NIC) and/or a serial device for networking.

1 Mesh Topology

2 Star Topology

3 Bus Topology

4 Ring Topology

5 Tree Topology

Category of NetworkLAN (Local Area Network) – within

campus or a building premises ,1-2 kilometer range

MAN (Metropolitan Area Network) - 10-20 km range. eg- telephone exchange

WAN (Wide area Network) - within nations, or within metro cities eg – satellite

DECISION MAKING PROCESS

Herbert A Simon Model Rubenstein and Haberstroh

Model

Herbert A Simon ModelHerbert A Simon was one of the early scientists to

develop software to take decisions by computer in playing chess. Thus starting the era of Artificial intelligence.

INTELLIGENCE

DESIGN

CHOICE

FE

ED

BA

CK

INTELLIGENCE PHASE-

In this phase we find out the problem & try to find out what the solution to the given problem. Raw data collected ,processed & examined for clues that may identify problems or opportunities

Identification of problem Fact findings (collection of information) regarding problem Formulation of problem

DESIGN PHASE - In the design phase we inventing , developing, & analyzing possible course of action. This involves processes to understand the problem, to generate solutions & to test solution for feasibility.

Outlining of the solution Framing of the solution Come to the solution (designing) Moving to alternative solution

CHOICE PHASE- select one alternative as a decision , based on the selection criteria. Choice is made & implemented

Rubenstein and Haberstroh ModelThis model focus on the behaviors & attitude of user not in MIS

Recognition of Problem

Analysis and alternatives

Choice of alternative

Communication & Implementation

Follow-up &Feedback

Decision Making Process applicable in MIS

1. Knowledge of outcome

2. Level of programmability

3. Criteria for decision

4. Level of decision impact

CONCEPT OF INFORMATIONMeaningful data is called information. (Data plus

Meaning)

In MIS, information has a precise meaning and it is different from data.  The information has a value in decision making while data does not have.  Information brings clarity and creates an intelligent human response in the mind.

In MIS a clear distinction is made between data and information.  Data is like raw materials while the information is equivalent to the finished goods produced after processing the raw material. 

Transformation of Data into Information is an Information system

Data InformationProcessing

Data Storage

INFORMATION SYSTEM

CHARACTERISTICS OF INFORMATION

 

SubjectivityRelevanceTimelinessAccuracyCompletenessAccessibilityCorrect information format

Transaction Data

Data summarized

Operating dataInformation + Decision

rules = Decision by Operations Personnel

Information + Decision rules = Decision by Management Management Level

Data for one level of an organization may be information for another.

Mathematical theory of Information (communication)

Information theories are divided on three basis :-

1. Technical Level - how much accuracy contain in the information , which can be converted into knowledge.

2. Semantic level (Presentation)- presentation of information according to requirement (symbol, flowchart, table)

3. Effective level (quality) – It means the information which you are getting is useful & purposeful or not as per requirement.. To remove the redundancy & duplication of data.

Parameters of Quality1. Utility of Information :- the information which you

are getting is useful or not.

a) Form utility :-How closely is information matching with your decision making process.

b) Place utility :- The Information should be right place where it is required.

c) Possession Utility :- Right of control & mgmt of Information within the user and system.

d) Time utility :-The Information has greater value to the decision maker if it is available when needed.

2. Information Satisfaction :- At the time of decision making whether the information satisfies the user or not.

3. Error and Bias :- Incorrect data measurement Failure to follow correct procedures Mistakes in processing procedures Wrong recording or correcting of data

Communication System

SOURCETransmitter

EncoderChannel

Receiver Decoder

Destination

Noise Distortion

General model of Communication System